A trainee group joins people who get the same trainings with the same deadline — a shift, a site, a department or everyone who drives a forklift. Instead of assigning a course to 30 people one by one, you assign it to the group and see at a glance who has finished and who is behind.
Available to organization Admins.
Open the groups
- 1Open Trainees → Trainee groups.
- 2At the top you see how many groups you have, how many trainees are in them, how many completions are overdue and how many certificates are waiting to be issued.
- 3Each card shows the group's progress, the next deadline and badges such as overdue or to issue. Click a card to open the group.
Create a group
- 1Click New group.
- 2Enter the Group name, for example "Warehouse — shift A". The name must be unique in your organization.
- 3Pick a Group color and a Group icon — they help you tell groups apart in lists.
- 4Optionally add a Description: who is in the group and why.
- 5Under Members, tick the trainees who belong to the group. Use the search box to find people faster. At least one person is required.
- 6Click Create group.
One trainee can belong to several groups, for example "Poznań Hub" and "First aiders".
Check the group's progress
The group page has three tabs:
- Overview — the most important numbers: group members, issued certificates, certificates to issue and overdue completions, plus progress for each training.
- Trainings — the trainings assigned to the group, with deadlines and certificates.
- Member matrix — a table with one row per person and one column per training.
If someone in the group is past a deadline, a yellow alert appears on Overview with the names of the overdue trainings and a Send a reminder button.
Assign a training to the group
- 1Open the group and go to the Trainings tab.
- 2Click Assign training and pick an existing training. The group takes its period and deadline, and all current members become participants.
- 3Leave Required for this group on if the training counts towards the group's full completion.
- 4Click Assign training.
No suitable training yet? Click Create a new training in the same window — see Training schedule.
In the table each training has icon buttons with tooltips: the pencil (Edit deadline), the unlink icon (Detach training) and — only when someone is waiting for a certificate — the certificate icon (Issue certificates).
The deadline belongs to the training, not the group
Edit deadline changes the dates of the whole training — for every group and person assigned to it, not only for this group.
Work with the member matrix
The Member matrix tab shows every member and the status of each training: completed, in progress, not started or overdue.
- 1Click Add members to add more people. They are covered by all trainings already assigned to the group.
- 2Tick one or more people to see the bulk actions:
- Remind — sends an e-mail reminder about the trainings they have not completed yet,
- Issue certificates — opens bulk certificate issuing for people who completed a training,
- Remove from group — takes the people out of the group. Their completions stay in the system.
- 3Click Export to download the matrix as CSV or Excel.
Reminders need an e-mail address
A reminder goes by e-mail, in the trainee's language. People without an e-mail address are skipped — after sending, a message tells you how many were skipped. Reminders are not sent for trainings that have not started yet, or to people who have already completed them.
Issue certificates for the group
Click Issue certificates at the top of the group page (the button is active when someone is waiting for a certificate). Choose the training, the certificate template and the issue date, check the list of recipients and confirm. The course must have a certificate template linked to it first — see Certificate assignment.
FAQ
Does a new member have to catch up on trainings assigned earlier?
Yes. Trainings are assigned to the group, so a person added later becomes a participant of every training the group already has, with the same deadline.
What happens to completions when I remove someone from the group?
Nothing is deleted, but the person is also taken off the group's trainings: they stop counting in the statistics and get no more reminders, unless they are assigned to a training individually. Completions and certificates stay on their trainee details page.
Why did some people not get a reminder?
They have no e-mail address in their trainee data, they already completed the training, or the training has not started yet. Add e-mail addresses in the trainee list — this requires the data processing agreement.
Can one person be in two groups with the same training?
Yes. The person is counted once in that training's participants.